Administration Assistant SC5 -Gaziantep

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“WFP encourages female candidates and people with disabilities to apply.
WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees. It encourages qualified candidates to apply irrespective of race, color, national origin, ethnic or social background, genetic information, gender, gender identity and expression, sexual orientation, religion or belief, HIV status, or disability”.

ABOUT WFP

Assisting more than 160 million people in 123 countries and territories each year, the World Food Program (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies partnering with governments, and providing common services that allow the entire humanitarian community to save lives in emergencies and build the resilience of food insecure people and communities. As the international community has committed to ending hunger and achieving food security and improved nutrition by 2030, one in nine people worldwide still does not have enough to eat. Food and food-related assistance lie at the heart of the struggle to break the cycle of hunger and poverty. WFP Turkiye provided humanitarian assistance to nearly 1.6 million vulnerable persons in 2023 through in-kind and cash-based transfers. Our beneficiaries remain at the very heart of everything we do in Turkiye. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

TERMS AND CONDITIONS

JOB TITLE: Admin Assistant 
TYPE  AND LEVEL OF CONTRACT: SC – 5
UNIT/DIVISON: Admin
DUTY STATION: Gaziantep, Turkiye 
DURATION: 1 year

TYPE OF VA: Internal and External

DATE OF OPENING: 16 April 2024

DATE OF CLOSING:  30 April 2024

WHY TO WORK IN WFP

SAVING & CHANGING LIVES ❤
Make a difference, and the world will notice.
We are driven by our mission to fight world hunger and feed people’s dreams of a brighter future.

GLOBAL COMMUNITY
Build bridges that unite people across the world.
Being part of a global, diverse, and multicultural community like WFP, will continuously expose you to new ideas and perspectives.
How we deliver our mission in a deep respect for personal and cultural differences and close collaboration between every member of our global team, will certainly enrich your experience and knowledge on so many levels. 

UNLIMITED POSSIBILITIES
Unlock possibilities you never thought you’d find.
WFP goes anywhere it is needed and does whatever it takes to get the job done.

LIFE-CHANGING EXPERIENCE ⭐
Reach beyond yourself and discover your true potential.
WFP offers the kind of life-changing experiences you’re unlikely to find in many other organizations.

Join us to make a difference.
Watch this video to learn more about WFP; the 2020 NOBEL PEACE PRIZE LAUREATE!!
Link: https://www.linkedin.com/posts/world-food-programme_thankyou-nobelpeaceprize-activity-6721012515532234752-RRa6/
Follow @WFP_Careers on Twitter
 

ORGANIZATIONAL CONTEXT

Türkiye hosts the highest number of refugees in the world – 3.7 million people. Around 63,000 of the most vulnerable of them live in eight camps in the southeast, while the majority live in cities and villages throughout the country. The Government of Türkiye has demonstrated leadership and generosity in hosting this large number for close to a decade. Since June 2014, a temporary protection regime has granted Syrian refugees access to basic services such as healthcare and education. Asylum seekers from other countries continue to benefit from International Protection status. WFP re-established a presence in Türkiye in 2012, in response to the Syria crisis and transitioned its programmes from basic needs assistance to livelihood support as the needs of the target population evolved. WFP Türkiye’s Country Strategic Plan (CSP 2023-2025) seeks to continue assisting refugees in camps, provide services to humanitarian and development partners, and implement sustainable livelihood programming to build the self-reliance of vulnerable Turks and refugees alike. The CSP has been revised to integrate the recovery efforts following the devastating earthquakes of February 2023, focusing on restoring and revitalizing the food value chain in the earthquake-affected regions. 

The job holder reports to the Admin Associate in Gaziantep or the designate. At this level, the job holder is expected to take responsibility for supporting the unit’s operational needs. 

At this level, job holders are expected to take responsibility for completing a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders can recommend a course of action to staff at various levels and may allocate tasks to other support staff. This post is based in Gaziantep and under the direct supervision of the Head of Area Office. 

KEY ACCOUNTABILITIES (not all-inclusive)

Within the assigned unit and delegated authority, the Admin Assitant will be responsible for the following duties: 

1. Coordinate extensively with service units and liaise frequently with staff both at the duty station and outside the duty station of assignment;  
2. Make travel arrangements in line with administrative rules and procedures; Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources. Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.  
3. Monitor status of expenditures and allotments through WFP corporate systems, record variations, update budget tables and consolidate data;  
4. Overseeing and recording of petty cash expenditures and ensuring cash balancing. Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;  
5. Provide administrative support to staff in Gaziantep Area and Mersin Field offices.  
6. Make computations, calculations and estimates and prepare various reports or periodic reports including tables, charts, and statistics by providing basic analysis as requested;  
7. Respond to queries from a variety of sources by providing information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate source; facilitating the provision of efficient and effective resolution of daily issues  
8. Draft moderately complex correspondence related to the area of responsibility;  
9. Design and update charts and tables utilizing graphic tools, design hard copy and computer resident forms; initiate, update and track computer assisted processing of administrative actions;  
10. Assist with day-to-day administration of contracts with external contractors; check contractors’ invoices against the goods and services provided and process payments;  
11. Assume responsibility for fleet management and oversee the scheduling of driver’s programs. This will include all vehicle maintenance and recording of activities in cooperation with the drivers. 
12. Search for, retrieve, compile, assemble, and archive a variety of statistical data from computer files, records, reports or other sources for internal/external use; Provide analysis as requested;  
13. Provide information related to the above functions and exchange a variety of statistical information;  
14. Coordinate and/or arrange meetings such as workshops and seminars; 
15. Set up, classify, and maintain files;  
16. Perform other related duties as required. 
     

STANDARD MINIMUM QUALIFICATIONS

Education: 

Bachelor’s degree in related field

Experience: 

At least five years of progressively responsible support experience including at least two years in the field of finance, accounting, procurement, evaluation, audit or administrative services, or other related field 

Knowledge and Skills 

Training and/or experience utilizing computers, including word processing, spreadsheets, General knowledge of UN system administrative policies, rules, regulations, and procedures would be an asset. 

Language:

Fluency in both oral and written communication in English and Turkish 

WFP LEADERSHIP FRAMEWORK

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Final WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees. It encourages qualified candidates to apply irrespective of race, color, national origin, ethnic or social background, genetic information, gender, gender identity and expression, sexual orientation, religion or belief, HIV status, or disability.
Qualified Female candidates and Individuals with disabilities are especially encouraged to apply.

WFP is committed to an accessible, inclusive recruitment process. Please contact us at [email protected] to advise us of any disability-related reasonable accommodation or accessibility requests you may have. A member of the reasonable accommodation team will contact you to discuss your needs. This email is only to be used for any disability-related accessibility requirements, and not for sending the application itself. Due to the volume of applications, any applications or CVs sent through this email address will not be considered as a formal application and will not receive a reply from WFP.

WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation, abuse, sexual harassment, abuse of authority, and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment.
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any payment requests should be refused and reported to local law enforcement authorities for appropriate action.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.